2016 COPS Office Financial Toolkit 

for Agency Points of Contact
2016 COPS Office Financial Toolkit for Agency Points of Contact i 

Contents

1. Introduction...................................................................................................................................1

2. Your Grant Information ..................................................................................................................1

3. Administrative Items......................................................................................................................1

Gaining Access to COPS Office Systems................................................................................................. 1

COPS Office Agency Portal ............................................................................................................... 1

Grant Payment Request System (GPRS)........................................................................................... 3

Instructions for Removing Old Users...................................................................................................... 3

COPS Office Agency Portal ............................................................................................................... 3

Grant Payment Request System (GPRS)........................................................................................... 4

4. Filing Reports.................................................................................................................................4

Filing the Quarterly SF-425 Financial Report.......................................................................................... 4

Filing the Progress Report ...................................................................................................................... 4

5. Financial Reimbursement Process...................................................................................................5

How to Drawdown Funds....................................................................................................................... 5

6. Grant Administration Documents...................................................................................................5

Grant Award Information....................................................................................................................... 5

General Grant Information .............................................................................................................. 5

COPS Anti-Methamphetamine (CAMP)............................................................................................ 5

COPS Hiring Program (CHP) ............................................................................................................. 5

COPS Community Police Development (CPD)................................................................................... 6

Coordinated Tribal Assistance Solicitation (CTAS) Grant Documents.............................................. 6

Anti-Heroin Task Force (AHTF) Grant Documents............................................................................ 6

Grant Modifications, Extensions, and Withdrawals............................................................................... 6

7. Grant Monitoring and Management ...............................................................................................6

Methods of COPS Office Monitoring...................................................................................................... 6

Community Policing Self-Assessment Tool (CP-SAT) Survey.................................................................. 6

8. Closeout of Grants..........................................................................................................................7

Appendix A. Automated Clearing House (ACH) Enrollment Form .........................................................8
2016 COPS Office Financial Toolkit for Agency Points of Contact 1 

1. Introduction

Welcome to the COPS Office grant program! This guide will provide you with vital instructions and 

information to get you oriented to your COPS Office grant. In addition to describing the quarterly 

reporting process, it will also explain how to draw down your funds and provide other facts and 

information regarding monitoring and managing your COPS Office grant. 

2. Your Grant Information

To get started, you will need the information specific to your COPS Office grant that states how much 

funding you have received and how the money should be expended. You will need to gather the 

following documentation: 

• Award document, which identifies the grant type, grant number, award amount, and award period

• Financial clearance memorandum, which includes the approved budget breakdown

• SF-425 Financial Report, which includes the status of expenditures 

• Payment History Report from the Grant Payment Request System, which lists the funds that have 

been drawn down

• The Award Owner’s Manual for your specific grant

• The terms and conditions section of the grant award package

This information can be obtained through the COPS Office’s Agency Portal; to request assistance, please 

contact the COPS Office Response Center at 800-421-6770 or via e-mail at AskCOPSRC@usdoj.gov or log 

onto the Agency Portal. 

3. Administrative Items

Gaining Access to COPS Office Systems

To use your grant, you will need access to two key systems. The first is the COPS Office’s Agency Portal, 

which will allow you to update agency contact information and perform other grants management 

functions, including modifications, extensions, and grant withdrawals. The portal is where you will go 

each quarter to submit your federal financial report (SF-425) and programmatic progress report. The 

second system you will use is the Grant Payment Request System (GPRS), which is how you will draw

down your funding.

COPS Office Agency Portal

The User Moderator or Law Enforcement Executive (LE) must add you to the Agency Portal user pool. If 

you are having trouble with this, contact the COPS Office Response Center at 800-421-6770.
2016 COPS Office Financial Toolkit for Agency Points of Contact 2 

To register a new user:

1. After the user logs into the Agency Portal, the system will display the Agency Portal Home page. 

From the Agency Portal Menu on the left, the user selects Agency Users.

2. To add a new user, the user selects the Add button. If the user is not the Law Enforcement Executive 

(LE) or Government Executive (GE), then the user must first establish the LE/GE’s account, roles, and 

permissions.

3. Once the user selects the Add button, the system will display the Add/Edit User page.

4. First, the user will complete the required information in the top section (i.e., the new user’s e-mail, 

title, name, etc.). Second, under the Agency Portal section, the system will also require the user to 

assign you, the new user (i.e., assignee), the appropriate role(s) by checking the desired box. 

a. Agency Moderator – This role allows the assignee to create, edit, and/or manage the agency 

information, such as LE/GE information, agency address and phone and fax number. 

b. User Moderator – If the LE/GE assigns this role to another user, that user can manage agency 

user information, such as adding or deleting users and changing user permissions and contact 

information. However, the assigned User Moderator cannot edit his or her own information; 

thus, he or she will need to ask the LE/GE to do so. 

c. Law Enforcement Executive (LE) – This role should be reserved for the LE as this role provides 

signature access for grant documentation.

d. Government Executive (GE) – This role should be reserved for the GE as this role provides 

signature access for grant documentation.

Only one user should be assigned the LE role, and only one user should be assigned the GE role. 

Third, beneath the Agency Portal section, the user must check the permissions boxes associated 

with the various system applications (e.g., progress reports, SF-425, and COPS Application Program) 

to which the assignee should have access. Last, once the user has established the roles and 

permissions for each new assignee, the user selects the Update button.

5. After the user informs you (the assignee) that your account has been created, you must then visit 

the Agency Portal Login page (Figure 1), click the Reset Password link and follow that page’s 

instructions.

For more information regarding the Agency Portal and all that it offers, please reference the Agency 

Portal User Guide. 
2016 COPS Office Financial Toolkit for Agency Points of Contact 3 

Grant Payment Request System (GPRS)

To register as a new user: 

1. Go to the GPRS login page at https://grants.ojp.usdoj.gov/gprs/welcome. 

2. Select New GPRS User Registration for COPS. 

3. Fill in the required information. Note: Recipients with both OJP/OVW and COPS Office awards will 

be required to select and maintain two separate username accounts in GPRS. The username must be 

unique to each system.

4. Click Award Selection. 

5. Enter your COPS Office vendor number (a 9-digit number, which can be found on your award 

documents), and click Add Vendor. 

6. A listing of all grants associated with this vendor number will display on the bottom half of the 

screen. 

7. Use the check boxes to the left, and select those grants to which you would like drawdown access.

8. Click Submit Registration. 

You should receive a temporary password within a couple of hours if you are listed as a point of contact 

on the grant. Using the username you selected and the temporary password you received via e-mail, 

you should log in to the GPRS website. The system will force you to change your password to something 

permanent. Please read the password restrictions when creating your permanent password. 

From there, you should have access to draw down from the accounts selected. If you do not receive 

your temporary password within 24 hours, please check your junk mail box. 

You also have the option to use the “Forgot Password” link on the webpage. It will e-mail you a new 

temporary password. Keep in mind, these passwords are temporary, so you must log in and change 

them as soon as possible. If this does not work, please contact the GMS Helpdesk (888-549-9901, 

option 3) for a password reset for GPRS with the username you selected upon registration.

Instructions for Removing Old Users

COPS Office Agency Portal

To remove users:

1. Call the COPS Office Response Center at 800-421-6770.

2. Provide the names of the users you want to remove from accessing the COPS Office Agency Portal. 

You must give a reason and provide proof of the change.
2016 COPS Office Financial Toolkit for Agency Points of Contact 4 

To remove the LE or GE:

1. Call the COPS Office Response Center at 800-421-6770.

2. Provide a “Change of Information” (COI) form to the Response Center point of contact, along with 

the contact information for the new LE/GE.

3. The COPS Office Response Center will send a new registration letter via e-mail. 

4. The new LE/GE will register on the COPS Office Agency Portal.

Grant Payment Request System (GPRS)

To remove users: 

1. Send an e-mail to COPSGPRSRegistration@usdoj.gov, and state that you have GPRS users who can 

be removed. Please ensure you remove users who are no longer affiliated with the COPS Office

grant.

2. Identify yourself as a current user of the GPRS system.

3. Provide the account usernames and the names of the individuals, along with the reasons for 

removals. 

4. Filing Reports

Reporting is an essential part of managing your grant. The resources listed below will assist you in filing 

your financial and programmatic reports. 

Filing the Quarterly SF-425 Financial Report

• SF-425 Helpful Hints: This PDF discusses how to file your report.

• SF-425 Fact Sheet

• SF-425 FAQs: This PDF answers common questions regarding submission.

• SF-425 Interactive Tutorial: This web page will help you fill out your report prior to submission. 

Filing the Progress Report

• Progress Report FAQs: This web page addresses the process of filing your grant’s progress report.
2016 COPS Office Financial Toolkit for Agency Points of Contact 5 

5. Financial Reimbursement Process

It is important to note that filing your financial and programmatic quarterly reports is completely 

separate from drawing down your funding for reimbursement of allowed expenses. Below is information 

and resources regarding accessing your funds in the GPRS system.

How to Drawdown Funds

• GPRS User Guide: This user guide contains information including how to create payment requests 

and how to view a transaction history.

• ACH Enrollment Form: See appendix A.

Please validate your current banking information by contacting your staff accountant through the COPS 

Office Response Center at 800-421-6770.

6. Grant Administration Documents

Grant Award Information

General Grant Information

• Indirect Costs Fact Sheet

• Program Income Fact Sheet

COPS Anti-Methamphetamine (CAMP)

• CAMP Grant Selection Methodology

• CAMP Award Owner’s Manual: This document provides the grant requirements and procedures

throughout the life of the COPS CAMP grants. 

• CAMP Grant Fact Sheet

COPS Hiring Program (CHP)

• CHP Grant Selection Methodology

• CHP Award Owner’s Manual: This document provides the grant requirements and procedures

throughout the life of the COPS CHP hiring grants.

• CHP Grant Fact Sheet

• Information on Hiring Veterans and CHP

• Supporting Safe Schools: This website provides information regarding the CHP grant program and

school resource officers (SRO).
2016 COPS Office Financial Toolkit for Agency Points of Contact 6 

COPS Community Police Development (CPD)

• CPD Award Owner’s Manual: This document provides the requirements and procedures for COPS 

CPD grants.

Coordinated Tribal Assistance Solicitation (CTAS) Grant Documents

• CTAS Grant FAQs

• CTAS Award Instructions

• Indirect Cost Rate Fact Sheet 

• CTAS Award Owner’s Manual: This document provides the requirements and procedures for COPS

Coordinated Tribal Assistance Solicitation grants.

Anti-Heroin Task Force (AHTF) Grant Documents

• AHTF Grant Selection Methodology

• AHTF Fact Sheet

• AHTF Award Owner’s Manual: This document provides the requirements and procedures for COPS

Anti-Heroin Task Force grants.

Grant Modifications, Extensions, and Withdrawals

If you would like to request a modification or extension of your grant or would like to withdrawal from 

your grant, please look at section 2.2 of the Agency Portal User Guide. 

7. Grant Monitoring and Management

Methods of COPS Office Monitoring

• COPS Office Grant Monitoring and Audits: This PDF discusses how the COPS Office monitors your 

grant and will help you to learn more about what compliance reviews and audits mean for your 

agency. 

Community Policing Self-Assessment Tool (CP-SAT) Survey

CP-SAT is an online survey that helps your agency to measure its progress with implementing 

community policing. This tool confidentially captures information about community partnerships, 

problem solving, and organizational change. Upon completion, agencies receive an easy-to-use 

summary report about their data so COPS Office management can identify the agencies’ community 

policing strengths and areas for improvement.

For more details regarding the survey, including benefits, FAQs, and the process of taking the survey, 

please click on this link: CP-SAT Survey Information. 
2016 COPS Office Financial Toolkit for Agency Points of Contact 7 

8. Closeout of Grants

An essential part of any federal grant program is a proper programmatic and financial "closeout" of each 

award at the end of the grant period. The COPS Office has created a closeout process to expedite the 

closure of our grant awards and contacts grantees when their awards are due to close. During the 

closeout process, the COPS Office will determine whether your agency has met and fulfilled all of the 

programmatic and financial requirements and conditions of your grant.

Grantees can prepare for the closeout of their award(s) by saving all pertinent paperwork associated 

with the closing grants. In addition, grantees must submit a final Federal Financial Report (SF-425) for 

your grant, which is due to the COPS Office after the end of the grant period. Your SF-425 should reflect 

the total amount of federal expenditures, the total amount of agency matching contributions (if 

applicable), and the amount of unobligated funds, if any. Any unobligated or unspent funds will be deobligated during the closeout process. 

For your reference, please read this closeout toolkit PDF, and you will be contacted once the closeout 

process has begun. 

Please note that all documentation associated with a COPS Office grant must be saved for at least three 

years following the closure of the grant award.

If you have any additional questions regarding the COPS Office closeout process, please contact your 

grant program specialist at 800-421-6770.
2016 COPS Office Financial Toolkit for Agency Points of Contact 8 

Appendix A. Automated Clearing House (ACH) 

Enrollment Form

There are three sections comprising the ACH form:

• Agency Information section – Preprinted on form.

• Payee/Company Information Section – Payee (also known as grantee) prints or types the following: 

identifying information (i.e., name of grantee organization and street address), OJP-assigned, vendor 

number, and the name of the official contact person for the award, and his or her e-mail address 

and telephone number.

The Depositor Account Title and the name of the organization that received the award should be 

exactly the same (e.g., award recipient “ABC Police Department” would be considered a different 

entity from the depositor title “City of ABC”). If the award recipient differs from the Depositor 

Account Title, a letter of explanation is required. This letter must be sent with the ACH form and 

submitted on the recipient’s letterhead, signed by an authorized official, and must explain why the 

funds are to be deposited into an account belonging to an entity other than the direct recipient of 

the award.

• Financial Institution Information Section – This section should be filled out by the grantee’s financial 

institution/bank official ONLY. The type of account should be checked, and the signature, title, and 

telephone number of the appropriate financial institution official should be included as well. Only 

the authorized financial institution/bank official should sign the last line in the “Financial Institution 

Information” section of the ACH form. OCFO will confirm the banking information with the financial 

institution prior to entry into OJP records.

Unless banking information has changed, grantees should not submit a new ACH form for a new grant if 

the grant falls under a vendor number for which there is already banking information on file.

When the form is completed, the BANK SIGNED ORIGINAL should be sent by overnight courier (UPS, 

FedEx, DHL, etc.) to the following address:

Office of Justice Programs

810 Seventh Street, NW

Attn: Control Desk, Fifth Floor

Washington, DC 20001

OJP will not accept copies or electronic submissions of the ACH form.

The ACH form must be received before drawdown or request for funds. 

To access the ACH form, please visit https://cops.usdoj.gov/pdf/ach_form_new.pdf.
U.S. Department of Justice

Office of Community Oriented Policing Services

145 N Street NE

Washington, DC 20530 To obtain details about COPS Office programs, call 

the COPS Office Response Center at 800-421-6770. Visit the COPS Office online at www.cops.usdoj.gov. 

e021519685 

Revised 2016